SayPro Event Coordinator – Logistical Management.

Job Title: Event Coordinator – Logistical Management

Location: [Specify Location]
Reports To: [Supervisor/Program Manager]
Duration: 5 Days Faith-Based Camp (January SCDR.4.11.1 SayPro Development)

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Job Purpose:

The Event Coordinator is responsible for overseeing the logistical planning, coordination, and execution of the 5-Day Faith-Based Camp, ensuring the smooth and efficient operation of the camp’s activities. This role involves managing resources, materials, and schedules, ensuring that all camp sessions and events run according to plan. The Event Coordinator will collaborate closely with facilitators, religious leaders, and other staff to create an environment conducive to both spiritual growth and community engagement.

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Key Responsibilities:

1. Logistical Planning & Coordination:
   • Develop and implement detailed logistical plans for the camp, ensuring all aspects of the event are accounted for, including transportation, accommodation (if applicable), materials, equipment, and food services.
   • Coordinate the setup and breakdown of event spaces for various activities, such as worship sessions, Bible discussions, and community service projects.
   • Work with vendors and suppliers to secure necessary materials, such as religious texts, audio/visual equipment, printed materials, and any special items required for activities.
   • Manage the transportation logistics for participants, ensuring that buses, shuttles, or personal transportation is organized efficiently and on time.
   • Ensure that camp spaces, such as meeting rooms and outdoor areas, are prepared and equipped to accommodate the camp’s activities.
2. Scheduling & Time Management:
   • Develop and manage the camp’s daily schedule, ensuring that all sessions, worship services, community outreach activities, and social events are properly timed.
   • Coordinate with facilitators, religious leaders, and other stakeholders to ensure the smooth transition between activities.
   • Anticipate and resolve any potential scheduling conflicts, adjusting the timetable as necessary to accommodate unforeseen changes or needs.
   • Keep all camp participants informed of session times and updates via written schedules, verbal announcements, or digital platforms.
3. Resource Management:
   • Ensure that all resources (e.g., teaching materials, audio-visual equipment, decorations, name tags, and camp supplies) are available and ready for each session.
   • Inventory and manage the storage of camp materials, ensuring that items are properly stored, maintained, and distributed as needed.
   • Coordinate with facilitators to understand material requirements for each session and make sure resources are prepared in advance.
   • Troubleshoot any logistical issues regarding missing or damaged resources, ensuring swift resolution.
4. Team Coordination & Supervision:
   • Supervise event staff and volunteers involved in the setup, facilitation, and breakdown of the camp, ensuring they are clear on their responsibilities and timelines.
   • Provide clear instructions to all camp personnel regarding their specific roles and ensure they are equipped with the necessary tools or materials to carry out their tasks.
   • Monitor the progress of camp operations to ensure deadlines and expectations are met, assisting staff as needed.
5. On-Site Support & Troubleshooting:
   • Serve as the primary point of contact during the camp for any logistical issues, ensuring that all operations are running smoothly and addressing problems as they arise.
   • Provide real-time problem-solving in cases of unforeseen issues, such as technical difficulties, supply shortages, or venue changes.
   • Ensure a high standard of customer service for all camp participants, responding to inquiries and providing assistance as needed.
6. Health, Safety & Compliance:
   • Ensure all logistical operations comply with health and safety regulations, maintaining a safe environment for all participants.
   • Oversee the preparation and distribution of any necessary health materials, such as first aid kits, emergency evacuation plans, and relevant documentation.
   • Work with other coordinators to ensure emergency protocols are in place and that camp staff is trained in emergency procedures.
   • Ensure the camp meets all regulatory or organizational standards, including permits, insurance, and other required documentation.
7. Budget and Resource Tracking:
   • Assist in tracking the camp’s budget, ensuring that resources are allocated efficiently and that spending is kept within the agreed-upon limits.
   • Report any unexpected costs or budgetary issues to the program manager, offering suggestions for cost-saving measures without compromising the quality of the camp.
   • Keep a record of all purchases, invoices, and receipts related to camp materials and services.
8. Post-Camp Evaluation & Reporting:
   • Contribute to the post-camp evaluation process by gathering feedback from participants, staff, and other stakeholders regarding logistical operations and overall camp experience.
   • Compile reports detailing logistical successes, challenges, and recommendations for future camps.
   • Assist in the cleanup and teardown of all event spaces, ensuring that all rented equipment and facilities are returned in good condition.

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Required Qualifications:

• Education & Experience:
  • A degree in Event Planning, Hospitality Management, Business Administration, or a related field is preferred.
  • Previous experience in event coordination, particularly in faith-based or community-oriented settings, is highly desirable.
  • Proven experience in managing logistics for large-scale events, conferences, or camps.
• Skills & Competencies:
  • Excellent organizational skills, with a keen eye for detail and the ability to multitask effectively.
  • Strong communication skills, with the ability to work collaboratively with diverse teams and provide clear instructions.
  • Strong problem-solving skills and the ability to think on your feet in high-pressure situations.
  • Proficiency in using event management software, spreadsheets, and other tools for scheduling and resource management.
  • Knowledge of health and safety protocols related to event planning.
  • Ability to remain calm and focused under pressure.
• Other Requirements:
  • Ability to work flexible hours, including evenings and weekends, throughout the duration of the camp.
  • Strong customer service orientation and a commitment to ensuring a positive experience for all participants.
  • Ability to handle physical tasks, such as lifting and carrying materials (up to [specific weight, e.g., 25 lbs]).
  • Ability to pass background checks and adhere to safety guidelines.

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Preferred Qualifications:

• Certification in Event Planning, Project Management, or Hospitality Management is a plus.
• Experience working in religious or faith-based environments is an asset.
• Knowledge of first aid and CPR is desirable.

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Compensation:

[Details about compensation, stipends, or allowances if applicable.]

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Application Process:

Interested candidates should submit a resume, cover letter, and references to [Contact Information or Application Portal]. All applications must be submitted by [Application Deadline Date].

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This role offers an exciting opportunity to contribute to the success of a transformative 5-Day Faith-Based Camp, ensuring that all logistical elements are effectively managed, allowing facilitators and participants to focus on spiritual development and community engagement.